Organization: Goethe-Institut e.V. South Africa
Jurisdiction: Republic of South Africa
Head Office: Federal Republic of Germany
- Invitation to Tender
The Goethe-Institut e.V. South Africa hereby invites qualified and experienced service providers to submit proposals for the provision of comprehensive payroll management services for a period of two years.
- Scope of Work
A successful appointee will be responsible for delivering a secure, accurate, and compliant payroll service that aligns with all relevant South African labour and tax legislation, including:
- The Basic Conditions of Employment Act (BCEA)
- The Income Tax Act
- The Unemployment Insurance Fund (UIF)
- The Skills Development Levies Act
- The Employment Equity Act (EEA)
The successful bidder will be required to:
- Process monthly salaries, allowances, deductions, and benefits
- Prepare and submit statutory returns (PAYE, UIF, SDL) to SARS
- Perform EMP201 and EMP501 Reconciliation
- Generate IRP5/IT3(a) certificates and year-end reports
- Maintain payroll records and employee profiles
- Ensure data confidentiality and compliance with the Protection of Personal
- Information Act (POPIA)
- Provide monthly and ad hoc payroll reports
- Offer support and advice on payroll and statutory compliance matters
- Minimum Requirements
Bidders must meet the following criteria:
Legal Compliance
- The provider must be legally registered in South Africa with a valid CIPC registration, compliant with all local payroll-related laws and regulations (SARS, UIF, SDL, BCEA, etc.), be registered on the National Treasury’s Central Supplier Database (CSD) and have a valid SARS Tax Clearance Certificate.
- Must have a registered office or operational presence in Johannesburg or Gauteng, with staff certified with South African labour and payroll regulation.
- SARS Tax Compliance and EEA Reporting Capability
- Must be able to process PAYE, UIF, SDL, and submit EMP201/EMP501 forms to SARS and be able to complete and submit EEA reports (Employment Equity Act compliance) as required by law and must have a functioning payroll platform or system capable of issuing payslips, reports, and statutory submissions according to different departments and financial regulations of the Goethe-Institut e.V.
POPIA Compliance
- All data must be managed in line with the Protection of Personal Information Act (POPIA), ISO/IEC 27001, and any other relevant South African legislation.
- Access Control: Data access shall be limited to authorized personnel only, with rolebased permissions and secure authentication (e.g. passwords, MFA).
- Data Storage & Transmission: All electronic data must be encrypted at rest and in transit (AES-256/TLS 1.2 or higher). Physical records must be stored securely in restricted areas.
- Use & Processing: Data may only be processed for its intended purpose and in accordance with contractual obligations. Unauthorized use, disclosure, or duplication is prohibited.
- Backup & Retention: The service provider must maintain regular encrypted backups and ensure secure data retention and destruction practices in line with approved policies.
- Incident Management: Any actual or suspected data breach must be reported to the client within 24 hours and managed according to the client’s incident response procedures.
- Confidentiality: All employees handling sensitive data must sign non-disclosure agreements (NDAs) and receive data protection training.
- Must demonstrate data protection and secure storage practices, including encryption and backup protocols.
SARS Tax Compliance
- Must be able to process PAYE, UIF, SDL, and submit EMP201/EMP501 forms and all EEA Forms to SARS
- Experience with Similar Organizations and Companies
- Must have existing or past clients of similar size (e.g. 50–100 employees) and ideally experience in working with non-profit / donor-funded organizations and provide proof of at least three (3) previous payroll service contracts of similar scope and scale and provide CVs of key personnel and evidence of qualifications or certifications
- Evaluation Criteria
Proposals will be evaluated in accordance with the Preferential Procurement Policy Framework Act (PPPFA) using the following point system, based on:
- Cost and Pricing Transparency (30%)
Clarity of pricing model (setup fees, per-employee charges, additional services), value for money, flexibility for non-profit budgets.
- Service & Support (40%)
Number and availability of dedicated contact person and substitutions, response time, duration to implement change in the payroll system support hours and duration to prepare payroll in days
- Contractual Terms & Service Level Agreements (SLAs) (30%)
Fair contract terms, clear service level agreements, notice periods, and liability clauses
- Tender Document & Submission
Self declaration Payroll Officer
The completed tenders must be submitted to: marion.mbetse@goethe.de
Or delivered physically to: Marion Mbetse
Goethe-Institut e.V. South Africa
119 Jan Smuts Avenue, Parkwood 2193, Johannesburg
Closing Date: 05.12.2025
No late or incomplete submissions will be accepted.
All administrative and technical enquiries must be directed in writing to:
Contact Person: Marion Mbetse
Email: marion.mbetse@goethe.de
Tel: 011 – 422-3232
- Disclaimer
The Goethe-Institut e.V. reserves the right not to accept the lowest tender or any tender and to withdraw or cancel this tender at any time without incurring any liability.
